Documente Academic
Documente Profesional
Documente Cultură
A Project Management
Perspective
Introduction
Who has had formal training in report writing?
What courses or training have you attended?
What did you do during your educational years
in respect of formal writing?
What types of writing are you involved in or
required to do?
What types of written report does your
organisation produce?
Scope
Scope is defined by the terms of reference or the project
requirements feasibility, design, inspection, QA, QC,
progress, design reports, technical reports etc.
Requirements for the report and their content.
Work breakdown structure.
Tasks and required resources.
Extent of data acquisition, data required,
Approvals required
Change management needs to be considered and
version control
Procurement
Obtaining data, source
Copyright. Photocopies, Intellectual
Property.
Specialist authors or consultants and
necessary Terms of Reference.
Communication
Stakeholders
Potentially the end users be they internal
or external stakeholders.
A Project may be judged, rightly or
wrongly, on the standard of its reporting.
Human Resource
Appropriate personnel
Availability
Training,
Risk
Intellectual property
Reliance on information by others (not direct client)
Ppublication/use of data from others
Negligent misrepresentation
Disclaimers
Reliance on information from others (substantiation).
Paucity of data
Accuracy
Sensitivity / Confidentiality
Consequences of failing to meet deadlines..
Integration
Client/external party requirements (style,
content changes)
Internal co-ordination
Quality
Style
Format
Compliance with requirements
Standard style for ease of editing & collation
Standard for drawings, colour copies,
including large drawings etc.
Content, Relevance, Analysis, Presentation
Time
Planning
Date acquisition
Production of drafts, figures
Editing
Proofs
Final delivery.
Changes
Availability of authors, checkers, approvers.
The last minute is for closing the report and issuing it,
not for carrying out rewrites and proof
reading/corrections
Cost
Data acquisition
Printing
Production of Drafts
Human resource input
Rejection & re-drafting
Changes
Repeat copies / Additional Copies
Management Functions
Management Principles
Division of Work - planning and subdividing
/allocating the work
Authority - the person in charge with
responsibility
Discipline - through good leadership and respect
Unity of Command - to avoid conflicts
Unity of Direction - a common interest in
achieving the same objectives
Subordination of individual interest to the
general interest - a focus on the greater good
rather than individual goals
Report Overview
Content - Reports should be clear and
structured
Relevant Information only
Analysis of Information should be
Presented well
Coordinating
Reports do not magically appear and
coordination is required in pulling any report
together
The cordinator can be a dedicated editor or the
PM
The task of an editor is to ensure that the
writer(s) has effectively communicated the
information contained within the report and that
the report may be understood and complies with
the requirements and deadlines.
Rudyard Kipling
Change
If it becomes apparent that changes to the report
content or design are required, then it may be
necessary to change or amend the design of the
report.
The impact on other writers needs to be
communicated.
Change needs to be addressed in terms of what
and why and when, and how and where and
who it affects and be managed accordingly.
Report Structure
Title Page
Table of Contents
Summary or Abstract
Preface or Foreword
Main Text (as a single or multiple, numbered volumes)
Figures and Tables (unless included judiciously within the main text)
Acknowledgement
References
Appendices (within a single report or as separate volumes)
Enclosures such as maps, drawings etc..
Report Content
Beginning - Introduction & Aim
Middle
- Project Description
- Data Acquisition
- Results or Findings
- Discussion/Analysis of Information
End
Results or Findings
The findings of analysis of the data, should be
presented as a separate section or sections.
The data should be described and, if
appropriate, summarised as tables or graphs
within the report
Detailed results should be described in summary
and included in tabular or graphical form within
the main body of the text.
Actual results should be included in the report as
appendices or annexures or referenced.
Discussion or Analysis of
Information
The reason for any discussion is to
address and answer the aims and
objectives of the report that are contained
within the introduction.
A proper discussion will allow the aim of
the report to be satisfied.
Conclusions
Conclusions are conclusions and not a repetition of
statements made in the report.
Conclusions must be based on the information that is
available and that has been presented within or referred
to within the report.
Conclusions should be based on the discussions or
opinions expressed in the report and new information or
incompatible conclusions should not be offered.
It may be necessary to draw some interim conclusions,
findings or deductions within the section on results or
within the discussion to assist the reader to understand
an argument or the reasoning behind an argument.
Recommendations
For further work, more data, etc
Other Contents
Appurtenances - Tables, Figures,
Illustrations & Drawings
Appendices and Annexures.
Summaries, Abstracts, Prefaces,
Forewords, Footnotes &
Acknowledgements
References & Referencing
Bibliography
Punctuation
Other Considerations
Numbers, Dates & Units of Measurement
Abbreviations & Acronyms
Rules for usage and consistency
Conclusions
Well begun done is half done (Aristotle)
Successful reporting comes from good planning
which can result in a definitive requirement with
a logical set of contents.
A report should have an introduction a middle
and an ending.
The ending is normally a conclusion or
recommendation or even a request for a
decision.
Concluding Comment
to talk without thinking is to shoot without
aiming (18 Century English Proverb)
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